Orthodontic practice management takes center stage in this best-of episode as Practice Talk host Lacie Ellis revisits the most impactful conversations from 2025. This compilation features industry experts sharing proven strategies for community events, virtual exams, and team leadership. Learn how to build relationships with local schools for orthodontics, discover why charging for consultations may hurt your bottom line, and unlock the secrets to maintaining a positive work culture. From leveraging social media to conducting effective staff meetings, these insights offer practical solutions that orthodontic practice management professionals can implement immediately to grow their practices and enhance patient experiences.

What You’ll Learn in This Episode:

✅ How to measure success beyond simple metrics in community events and dental practice marketing, focusing on brand awareness and long-term patient referrals rather than immediate conversion rates.

✅ Why virtual exams are an underutilized tool in orthodontic practice management that builds trust and genuine connections with patients while streamlining the consultation process and improving patient experience.

✅ The essential role of staff meetings and open team communication in creating a positive work culture, including strategies for collaborative discussions and following up on implemented systems.

Ready to transform your practice? Tune in to Practice Talk for expert insights and actionable strategies to elevate your orthodontic practice management. Subscribe now and never miss an episode at Practice Talk, where your voice has value and your success is our priority!

TIMESTAMPS:

00:00 Lacie introduces the best-of episode, highlighting key orthodontic practice management strategies and most frequently asked questions from growth consultants in the industry

00:52 Mary Katherine on measuring community events' success beyond immediate conversions, and the virtual exams workflow

04:17 Jamie delves into the virtual exam platform that’s changing the patient experience

07:13 Heather shares how to build school partnerships by asking what they need and providing genuine support.

14:42 Haley shares strategies for positive work culture and team leadership, highlighting the importance of honest team communication and scheduled staff meetings

18:82 Trisha on scheduled staff meetings ensure smooth practice operations, and encouragement brings out team gifts for social media engagement

23:20 Christi on getting the team involved in marketing efforts

30:37 Linda’s take on consultation fees, charging for exams and why free consultations enhance the patient experience

KEY TAKEAWAYS:

💎 Successful orthodontic practice management requires redefining community events metrics—focus on building brand awareness and presence in your market rather than counting immediate leads, as patients typically touch multiple marketing channels before scheduling.

💎 Virtual exams have evolved beyond pandemic necessity into a powerful tool for patient experience, allowing practices to build genuine connections through text and email while providing treatment plans, insurance verification, and financial discussions before the first in-office visit.

💎 Building school partnerships and homeschool groups relationships starts with asking "What do you need?" rather than pushing sponsorships—from providing mini deodorants to emergency kits for school nurses, thoughtful gestures create lasting community connections that drive patient referrals.

💎 Effective orthodontic practice management...

How can a mentorship-driven approach create an orthodontic practice where both staff and patients thrive? Today, Lacie Ellis is joined by Melissa and Katelyn from Horsey Orthodontics to discuss how their leadership fosters a culture of teamwork and patient care. You don’t want to miss Melissa and Katelyn’s insights on digital marketing or the secret of hiring the right talent. Tune in for strategy-driven actionable insights on building efficiency and collaboration in the orthodontics industry.

IN THIS EPISODE:

• (00:00) Introduction
• (01:53) Inspire a positive culture by focusing on leadership and teamwork
• (03:37) Daily morning huddles can enhance collaboration and set daily expectations
• (05:44) Utilizing a clinical manager as your "air traffic control" to improve efficiency and maintain patient flow
• (09:00) A listener's question about the clinical and admin team getting along and how cross-training may help
• (13:56) A listener's question about involving the team members in marketing and events
• (17:02) Patients leave referrals because they are rewarded with giveaways and incentives
• (19:57) Hiring strategies and finding people who fit the team’s culture
• (28:27) Creating a family-like patient experience through personalized care

KEY TAKEAWAYS:

• Fostering a positive culture through leadership. Daily morning huddles can enhance teamwork and patient care in your orthodontic practice.
• Clinical managers are like your practice’s "air traffic control" because they oversee and manage patient flow, which can help improve efficiency in your office each day. Utilizing a templated schedule enhances efficiency and collaboration, resulting in seamless patient flow.
• Internal referrals for hiring, as well as digital marketing strategies such as social media and patient contests, enhance engagement for both patients and staff, thereby bolstering practice success.

RESOURCE LINKS:

People + Practice - Website

Practice Talk Podcast - Free Downloads

KEYWORDS: Orthodontics, Hiring Strategies, Teamwork, Digital, Marketing, Culture, Leadership, Mentorship, Patient Care, Collaboration, Communication, Efficiency, Hiring, Family Experience Orthodontic Practice, Clinical Manager, Admin. Team, Personalized Care, Clinical Manager, Cross-Training, Horsey Orthodontics, Positive Culture, Patient Flow, Patient Referrals, Referral Programs, Marketing, Events, Community Events

Want to elevate your orthodontic practice with proven strategies? Curious about fostering a thriving team environment? Join us on Practice Talk, where host Lacie Ellis dives into real-world solutions for orthodontic practice success with guests Karina and Bayleigh. Karina, Director of Operations at Hallmark Orthodontics, shares insights on cultivating a positive culture through intentional leadership and open communication. Bayleigh, the Clinical Lead, reveals how structured chairside flow enhances practice efficiency while maintaining team flexibility. From creative incentives to community-driven marketing, this episode offers actionable tips to boost your practice’s growth and team morale.

IN THIS EPISODE:

• (00:00) Intro: Meet Karina and Bayleigh
• (02:34) How Karina fosters a positive culture within her team
• (07:18) Bayleigh explains the chairside flow structure used at the office
• (12:31) Question from a listener about team incentives
• (18:47) Question from a listener about involving the team in marketing efforts
• (22:14) Strategy for engaging chairside employees in marketing efforts
• (24:57) Bayleigh details the uniform dress code of black scrubs for all staff
• (29:01) Karina shares a significant challenge in their office regarding digital lab slips

KEY TAKEAWAYS:

• Karina emphasizes the importance of intentional daily positivity and open communication, utilizing monthly anonymous questionnaires to ensure team members feel valued and heard, thereby fostering a supportive work environment.
• Bayleigh describes a structured chairside flow with assigned chairs for smoother operations, while maintaining flexibility to support team members and enhance orthodontic practice efficiency.
• The practice employs creative incentives, such as a cash draw for same-day starts and monthly bonuses for achieving goals like no missed lab slips, which boosts team motivation and drives practice growth.

RESOURCE LINKS

People + Practice - Website

Practice Talk Podcast - Free Downloads

Hallmark Orthodontics - Website

KEYWORDS: Orthodontics, Positive Culture, Orthodontic Practice, Open Communication, Chairside Flow, Practice Efficiency, Team Flexibility, Community Driven Marketing, Marketing, Clinical Coordination, Team Motivation, Practice Efficiency, Marketing Efforts, Monthly Bonuses, Lab Slips, Uniform Dress Code, People + Practice, orthodontic practice success

Are you making the most of every new patient consultation in your orthodontic practice? Welcome to Practice Talk, the podcast where we dive into the people and processes that power successful orthodontic practices. Today, Lacie Ellis is joined by Linda Lindsay, a seasoned professional who redefines the role of the Treatment Coordinator as a Consultation Concierge. Linda shares how her personalized approach transforms the new patient experience—from the moment they walk in to how payment options are presented, even when a spouse isn’t present. Tune in as and explore the importance of gathering the correct information before the first visit, offering free consultations, and ensuring patients feel truly seen, heard, and supported throughout their orthodontic journey.

IN THIS EPISODE:

• (00:00) Introduction: Meet Linda Lindsay
• (01:41) Linda defines her role as a Consultation Concierge and how it elevates the new patient experience in orthodontics.
• (05:39) The importance of gathering key information before the patient arrives to create a personalized and seamless new patient experience.
• (09:48) Linda shares the benefits of offering a free consultation and flexible financial options
• (13:59) What to do when the doctor speaks over the patient’s head
• (17:37) The value of taking a proactive approach in orthodontics by presenting all payment options upfront

KEY TAKEAWAYS:

• In an orthodontic office, the role of a Consultation Concierge enhances the new patient experience by offering a warm, personalized welcome, complete with greeting boards and guided office tours that make new patients feel comfortable and valued from the start.
• Reviewing patient records in advance and customizing interactions based on body language and individual needs allows the Consultation Concierge to build meaningful connections and support confident treatment decisions, elevating the overall new patient experience in orthodontic care.
• A proactive follow-up approach, including flexible financial options like interest-free payments and discounts, helps orthodontic practice patients feel informed, supported, and ready to start treatment without delay. This is key to a successful new patient experience.

RESOURCE LINKS

People + Practice - Website

Practice Talk Podcast - Free Downloads

The Smile Team at Hughes Orthodontics

KEYWORDS: Orthodontics, Consultation Concierge, New Patient Experience, Hughes Orthodontics, Patient Greeting, Welcome Board, Office Tour, Patient Engagement, Treatment Coordinator, Financial Options, Free Consultation, Patient Reviews, Body Language, Insurance Verification, Follow-Up Strategy, new patient consultation, Consultation, orthodontic practice, Dental Practice, Consultation Concierge, payment options, flexible payment options, body language, individual needs, confident treatment decisions

Are you ready to take your orthodontic practice to the next level? In this episode of Practice Talk, guest Alida Brydson joins Lacie Ellis as they dive into essential strategies for improving patient care and streamlining office management operations. They explore the importance of building strong connections with new patients from the initial phone call, fostering team collaboration between the front and back offices, and the value of clear communication in all aspects of the practice, from scheduling to handling finances. Alida shares insights on handling sensitive financial conversations, creating flexibility in payment plans, and maintaining a supportive team environment to ensure smooth operations and better patient outcomes.

IN THIS EPISODE:

• (02:10) Alida shares the importance of making a connection with the initial phone call
• (06:26) Managing before and after-school appointments
• (09:47) Listener question: promoting team collaboration between the front and back offices
• (13:22) Listener question: dealing with parents who are stressed when they call
• (18:04) Alida reveals how explaining the phases of orthodontic treatment gives a patient understanding to decide before moving on to finances
• (25:41) Alida speaks about communication, daily meetings, schedules, staff responsibilities and technology

KEY TAKEAWAYS:

• The connection with new patients starts with the very first phone call. Taking the time to gather detailed information and making them feel heard sets up both the front desk and treatment coordinator for success, ultimately improving patient retention and satisfaction.
• Effective communication between the front desk and the back office clinical team is vital, especially when managing emergencies. By understanding each other's pressures and roles, team members can work together more efficiently and empathetically, ensuring smooth operations and better patient care.
• Effective communication about finances highlights the need for flexibility in payment options and transparency to alleviate patient concerns. By understanding patients' financial situations and offering customizable payment plans, practices can significantly enhance patients' comfort and decision-making process.

RESOURCE LINKS

People + Practice - Website

Practice Talk Podcast - Free Downloads

In this inspiring episode of Practice Talk, host Lacie Ellis sits down with Christi Hubert, a purpose-driven leadership professional with over 11 years of experience in the orthodontics industry. Christi shares her journey of growth, resilience, and unwavering commitment to excellence, emphasizing the importance of creating a welcoming, home-like environment for patients and team members. From navigating unexpected challenges to embracing discomfort as a path to growth, Christi offers invaluable insights into finding purpose, staying grounded, and inspiring team empowerment in the workplace. Whether you're a seasoned orthodontics professional or just starting in the field, this conversation will leave you motivated to rediscover your "why" and fall in love with the impact you make every day.

IN THIS EPISODE:

• [0:25] Christi Hubert discusses how she balances their busy schedule
• [6:09] Collaboration in team empowerment and marketing content
• [18:10] Listener question: showing the value of social media to their doctor
• [22:46] Listener question: promoting the orthodontic practice while staying true to its values
• [29:33] Christi shares her key to purpose-driven leadership
• [34:30] Christi leaves advice for pursuing a multifaceted role in orthodontics

KEY TAKEAWAYS:

• Purpose-driven leadership involves encouraging team members, involving them in decision-making, and praising their contributions. This approach fosters empowering leadership and team excellence. It builds a positive, engaged work environment where everyone feels valued and motivated. By aligning these communication tools with these principles, marketing efforts become effective and enjoyable.
• Creating marketing content can be a transformative team empowerment experience that highlights Personal Development and energizes the entire team. Embracing authenticity and showcasing each team member's strengths fosters excitement and creativity. Allowing personalities to shine through playful videos or behind-the-scenes contributions enhances the organization’s culture and builds genuine connections with patients. This inspires team members to step out of their comfort zones, strengthening the practice’s story and its relationships.
• A holistic approach to social media involves aligning the practice values with its online presence across multiple touchpoints in a patient’s decision-making journey. By sharing professional insights and personal moments, practices foster team empowerment and differentiate themselves from other orthodontic practices.

RESOURCE LINKS

People + Practice - Website

Practice Talk Podcast - Free Downloads

Welcome back to Practice Talk with your host, Lacie Ellis. Today, we’re excited to welcome Janine Chinitz of Chinitz Orthodontics, a startup that’s been making waves in the industry for the past two years. Janine will share the five key factors that have contributed to the success of the practice, from choosing the right name to building a standout team. We’ll explore how strategic planning, effective marketing, and strong community connections have helped them lay a solid foundation for growth. Whether you're just starting out or looking to level up your practice, this episode is filled with invaluable insights and practical advice.

IN THIS EPISODE:

• [0:25] Meet Janine a co-founder of Chinitz Orthodontics
• [10:30] Choosing the name, completing the vision and the motivation for their dream
• [16:36] What sets Chinitz Orthodontics apart from other practices
• [21: 59] Hiring the right staff is critical
• [25:43] A listener poses a question about the most effective marketing strategies
• [30:01] Laci describes the services provided by People in Practice
• [35:30] Janine responds to a listener about balancing work and family life
• [40:32] Taking the Chinitz Practice to the next level

KEY TAKEAWAYS:

• Planning your orthodontic practice’s location, design, and hiring strategy is essential but not covered in dental school. These decisions impact your budget, visibility, and patient experience, laying the foundation for a successful practice
• Expand your orthodontic business by networking with local practitioners and promoting your practice to everyone you encounter
• Orthodontists need reliable staff to manage the front desk, handle essential tasks, and oversee finances and scheduling, ensuring the practice runs smoothly

RESOURCE LINKS

People + Practice - Website

Practice Talk Podcast - Free Downloads

Chinitz Orthodontic - Website

Chinitz Orthodontic - Instagram

QUOTES:

“Our goal is not to be a factory. Success is defined by each person. So, while we could probably see 100 patients a day, that is not successful in our minds. We want to see less than that so that we can give time to our patients and give them the care they deserve. People are responding like crazy. They're switching from other doctors and referring their family and friends because they're like, ‘Oh my God, this is so nice’.” Janine Chinitz

“We found a place that would match our mission. We are in the neighborhood where my husband grew up. While it seems obvious that we named our office Chinitz Orthodontics, his last name has a great reputation in the area, and every single one of my husband's family members is a doctor. So we're using this reputation in the medical field and in our neighborhood’s location.” Janine Chinitz

Welcome back to Practice Talk with your host, Lacie Ellis. This episode features Trisha LaRue, a seasoned orthodontic office manager, to discuss the unique challenges and rewards of managing a busy orthodontic practice. From keeping the team motivated and managing staff attendance to finding solutions for improving efficiency, Trisha shares practical advice that every office manager can apply. She also dives into strategies for building a positive practice culture, aligning the team with the doctor’s goals, and navigating the multitasking demands of the role. Whether you're an office manager or part of a dental team, you’ll gain valuable insights to help keep your office running smoothly and your team smiling.

IN THIS EPISODE:

• [0:25] Meet Trisha, who talks about the common challenges facing an office manager
• [6:56] Keeping the team motivated and how incentives play a role
• [13:28] A listener poses a question about uniforms and dress code
• [20:10] A listener poses a question about balancing being pulled in many different directions
• [24:01] Solutions for improving efficiency
• [30:23] Discussion of coordinating the doctor with the team to improve operations
• [35:38] Trisha shares practical advice with listeners

KEY TAKEAWAYS:

• A common challenge in orthodontic offices—and many dental practices—is managing staff attendance. Teams often include highly dedicated individuals who consistently show up regardless of circumstances, alongside others who frequently miss work due to various personal reasons. Balancing empathy for legitimate absences with the need for reliable staffing can create operational difficulties.
• Building and maintaining the right culture in an orthodontic practice starts at the top and involves fostering a positive, supportive environment. Emphasizing humanity—acknowledging that everyone faces personal challenges while encouraging a focus on team collaboration—lays the foundation. Morning huddles, lighthearted moments to break the ice, and playful interactions can set a positive tone for the day. Additionally, implementing team incentives for goals, reviews, and other achievements helps reinforce engagement and collective success.
• Being an office manager in an orthodontic practice means embracing the dynamic, multifaceted nature of the role. It requires balancing constant doctor, team, and patient demands while maintaining high standards and a solutions-oriented mindset. Success comes from accepting unpredictability, staying organized with tools like daily checklists, and recognizing that flexibility is key. Mastering this balance ensures smooth operations and elevates the office manager's ability to lead effectively and create a positive, efficient environment.

RESOURCE LINKS

People + Practice - Website

Practice Talk Podcast - Free Downloads